Oregon Department of Environmental Quality
2015 MATERIALS MANAGEMENT
GRANT PROGRAM
Materials Management Projects Grant
INSTRUCTIONS and APPLICATION FORM
APPLICATION DEADLINE: November 2, 2015
DEQ Materials Management (formerly Solid Waste) grants support Materials Management in Oregon: 2050 Vision
and Framework for Action, Oregon’s 2050 vision for managing materials: taking action to reduce pollution and
conserve resources across the full lifecycle of materials. This includes upstream design and production, consumption
and use and end-of-life management.
2015 Grant Schedule
Application materials available
Completed applications due to
Marion County
Mandatory Meeting
Grant awards announced
(estimated)
Grant funds available
Tuesday, September 15, 2015
E-mailed by Monday, November 2, 2015 (10:00 a.m. PST) to
GPuga@co.marion.or.us
If you would like to partner with Marion County to apply
for this DEQ grant, you will need to attend one
mandatory meeting on Tuesday, Oct. 6 at 12:00 p.m. or
Thursday, Oct. 8 at 6:00 p.m. The meetings will be held
at Marion County Public Works Department, 5155
Silverton Rd NE, Salem, OR 97305.
Friday, February 26, 2015
After grant contract is signed by all parties
Use this application packet for Materials Management Project Grants ONLY.
(There are two other grant categories: HHW/Solid Waste/Materials Management Planning and
HHW Facility. Find more information on these programs here: www.mcrecycles.net .)
Who can apply?
Local governments responsible for solid waste management are eligible to apply, including cities, counties, tribes,
metropolitan service districts, regional parks districts, sanitary districts, county service districts, and regional air
quality control authorities. Local governments may receive grant funds to develop their own project or may partner
with community groups, private individuals, non-profit organizations, schools, or businesses, who will work under
contract with the local government.
What types of projects can be proposed in this grant category?
Any project that reduces impacts of materials though their life cycle. This can include product redesign or production
changes, marketing to reduce consumption, creating reuse infrastructure, and traditional recycling and composting
collection and processing.
What is a “Priority Area” Project?
DEQ is encouraging grant proposals that further current priorities for implementing Oregon’s 2050 vision for
materials management by awarding up to 10 points (out of a total of 100 possible points) for projects focused at least
in part in one or more priority areas. See the Materials Management Project Grant priorities on the list below, along
with example projects:
Priority Areas and Examples:

Food Waste Recovery:
Examples:
 Programs to donate edible food to food banks from restaurants, grocery stores, institutions, etc.
 Programs to use food residuals or be processed into commercial animal feed or pet food.
 Educational programs to support the increase in recovery or reduction of contamination for food
waste collected.

Plastics Recovery:
Examples:
 Programs to increase recovery of plastic through innovative collection, processing or marketing
schemes or technologies.
 Educational programs to increase recovery of or reduce contamination in plastic waste collected.

Multi-Tenant (commercial and residential) Recovery:
Examples:
 Programs to assess or address recovery barriers (e.g., lack of infrastructure for convenient recycling
or composting, contamination, education and outreach challenges, updating building or zoning
codes).
 Programs to develop best practices to reduce contamination or increase participation.
 Educational programs to help increase recovery of or reduce contamination from materials collected
at multi-tenant facilities.

Waste Prevention and Reuse:
Examples:
 A city or wasteshed-wide education and promotion program about the environmental benefits of and
opportunities to reduce waste generation through waste prevention and reuse.
 A waste prevention campaign targeting residential, commercial or institutional generators of waste
focused on sustainable purchasing practices.
 A waste prevention education program to promote reduced use of household hazardous products.
(Note: “Waste prevention” means to reduce the amount of solid waste generated without increasing toxicity in the design,
manufacture, purchase, or use of products and packaging. “Reuse” means the return of a commodity into the economic stream for
use in the same kind of application as before without changing its identity. “Recovery” means the process of obtaining useful
material or energy from solid waste and includes energy recovery, composting and recycling.)
Will a project not in a priority area have a lower chance of being
funded?
Not necessarily. Priority area projects may receive up to 10 points; they may receive fewer. In addition, strong
proposals for projects not in priority areas may receive up to 90 points and could score higher than priority area
projects.
What costs are eligible for funding?
Grant funds may be used for (but are not limited to):
 Administrative costs
 Salaries and benefits for project personnel and payments to consultants or contractors
 Publications and other printed materials
 Machinery, vehicles, equipment, signs, containers and project-related supplies
What costs are NOT covered?





Costs incurred for activities outside the scope of the grant agreement unless approved by DEQ
Costs for which payment has been or will be received under another financial assistance program
Costs incurred before issuance of, or after the expiration date of, a signed grant contract with DEQ
Ordinary operating expenses of local government that are not directly related to the project.
DEQ permit fees or costs incurred for landfill closure
Is there a limit on the amount that can be requested?
There is no limit on the amount that can be requested for a project. Up to $500,000 may be awarded in this 2015 grant
round for all materials management grants (including household hazardous waste and planning grants). In some cases,
DEQ may offer an award for less than the amount requested. Historically, the average grant amount has been
approximately $25,000, ranging from $1,500 to $148,550.
Are matching funds required?
There is no grant matching funds requirement. However, local support like cash matches factor in the evaluation of
the proposal, thus it may be advantageous to show them in your response to the appropriate questions below. Matches
must be cash from local governments, partners or other grants or sources. Cash matches will be subject to grant
accounting procedures.
Instructions for Filling out the Application Form:
General Information –
The attached Application Form is designed to be filled-in from your computer. Use this Guide to help you answer the
questions fully. Begin typing in the grey rectangle next to the questions. Many of these have a built-in format, such as
dollars and cents or date. Question 1 is set to a limit of 300 words; Questions 2 – 4 are not set to a limit, but
please try to limit your responses to one page for each question.
Cover Page –
Be sure to fill out all applicable items on the page. (For help with your Senate and House Districts, see:
http://bluebook.state.or.us/state/legis/legis.htm)
Question 1. Project Overview
Provide a brief summary of your project.
Concisely describe what the project will accomplish, the method(s) that will be used, who will benefit from the project
and why it’s important. Limit your response to 300 words.
Question 2. Project Description
a. What environmental or public health need does this project address?
Describe the problem or need this project will address and its relevance to the impact of materials on the environment.
How was the need determined, and who helped determine it?
b. What are the goals of the project?
Describe the goals of the project and how they will address the identified need.
For education/outreach projects:

Identify the specific behaviors of your targeted audience(s) the project intends to change

Discuss, if any, your plans to identify the barriers to changing behaviors of your target audience.
(You can find information on identifying barriers at http://www.cbsm.com/pages/guide/step-2:-identifying-barriers-and-benefits/)
c. How will the project achieve those goals?
Describe the work that will be accomplished, the methods that will be used, and the timeframe for that work.
If your project involves capital purchases of $5,000 or more, you must attach bid specifications and quotes. You may
optionally attach additional pages of photographs, diagrams, and relevant supporting documents.
d. How will the project’s success in achieving the goals be measured?
What performance measures will you use? How will you measure results and how often?
Question 3. Project Resources and Commitment
a. Identify the key people who will be involved in developing and implementing the project and
describe the roles they will play.
Discuss relevant experiences, accomplishments, and qualifications of the project officer and key personnel. If you will
use a subcontractor, include subcontractor personnel (You may additionally attach resumes of key personnel.)
Describe how the project will be managed.
b. How will your project be cost-effective?
Demonstrate how costs are reasonable for the proposed work. Also include information on any cost saving efforts and
other project resources such as cash match from partners, use of existing materials, refurbished equipment, volunteer
labor, etc. (Note: Cash match will be required to be listed in the Project Budget form.)
c. What community support do you have for the project?
Please detail the support. Attach letters of commitment from partners. Letters should indicate if there are specific
commitments of resources to the project (Do not include general letters of support that simply state that the project is
a good idea; these will not be considered).
Question 4. Potential for Project Continuity/Ongoing Benefits
Describe any on-going benefits from this project after the grant period.


Describe how you will determine if this project will continue to achieve benefits beyond the grant period.
If the project is planned to continue, describe the plans for how the project will be carried out and funded
(e.g., efforts to enlist community partners, methods of making the project self-funding, adjusting rates to
provide

on-going funding)
Discuss the potential for the project to serve as a model or to support other projects to reduce environmental
or public health impacts of materials.
Project Budget –
Be sure to fill out the form completely, including any cash match in the appropriate columns.
Project Work Plan and Schedule –
Include on the form all major activities planned and their expected dates of completion.
Signatures –
Authorized Signatures from each participating local governments are required. Please ensure enough time to secure
them prior to the submittal deadline. A scanned copy of the completed Signature Page must be attached to the
electronic submission.
What happens if my grant is funded?
If awarded a grant, the local government will enter into an agreement with DEQ and will administer the funds, oversee
the project, and invoice DEQ for reimbursement. A grant agreement will not be issued unless the applicant and DEQ
agree to the amount of money granted, how it will be spent, and what work will be performed before the grantee is
paid. If a grantee uses a subcontractor, the grantee is responsible for monitoring the subcontractor’s work and ensuring
that it meets the grantee’s obligations under the grant agreement with DEQ. The general terms of this agreement can be
reviewed at www.deq.state.or.us/lq/sw/grants/.
Mandatory Meeting
If you would like to partner with Marion County to apply for this DEQ grant, you will need to attend one mandatory
meeting on Tuesday, Oct. 6 at 12:00 p.m. or Thursday, Oct. 8 at 6:00 p.m. The meetings will be held at Marion
County Public Works Department, 5155 Silverton Rd NE, Salem, OR 97305. If you need more help, please contact
Griselda Puga, (503) 566-4159 or GPuga@co.marion.or.us .
Counties
Benton, Lincoln, Linn, Marion, Polk, and Yamhill
Marion County Public Works
TA Name and Address
Cathie Rhoades
Oregon Dept. of Environmental Quality
750 Front St. NE, Suite 120
Salem, OR 97310
Griselda Puga
Marion County Environmental Services
5155 Silverton Rd NE
Salem, OR 97305
How to Contact
(503) 378-5089
Rhoades.Cathie@deq.state.or.us
Fax (503) 378-4196
(503) 566-4159
GPuga@co.marion.or.us
How will proposals be evaluated?
Applications will be reviewed and ranked competitively by a panel of DEQ staff based on selection criteria in OAR
340-083-0070. Grant applications must meet a minimum qualifying score. DEQ will fund the highest scoring
projects. See the criteria and evaluation factors below:
Selection Criteria and Examples of Evaluation Factors
An application must receive a minimum score of 50 points (100 possible) to be considered
for a grant.
Possible Points
100
Selection Criteria and Examples of Evaluation Factors
An application must receive a minimum score of 50 points (100 possible) to be considered
for a grant.
Possible Points
100
 Project is within one or more priority areas.
10
Project Overview
5
 Project clearly and concisely summarized.
Project Description
50
 Project is clearly described
 Project addresses an important problem or need related to environmental or public
health impacts of materials
 Project goals address the problem or need
 Work described is likely to achieve project goals in timeframe provided
 Project’s success (or failure) in meeting goals will be effectively measured
Project Resources and Commitment






20
Project will be managed and implemented in a manner likely to achieve project goals
Project will have community involvement and support
Project Budget is complete and clearly described
Project costs are reasonable for the work to be completed and outcomes achieved
Project work plan and schedule are clearly described
Work plan and timeline demonstrate project will be completed in realistic and
reasonable timeframe
Potential for Project Continuity/Ongoing Benefits
15
 Project is likely to continue or support other projects that will reduce impacts of
materials.
Is your application complete?
Ensure that you have a complete application package, including:
 Completed cover sheet
 All applicable questions answered completely
 Bids and spec sheets for any capital expenditures of $5,000 or more
 Budget, including cash match
 Project work-plan and schedule
 Required signatures scanned and attached to electronic document
Ready to submit?
Attach the completed Application form saved in Microsoft Word or .pdf format to an email, and send to
GPuga@co.marion.or.us. Applications must be received by 10:00 am, November 2, 2015.
Oregon Department of Environmental Quality Materials Management Program
2015 Application for Materials Management Grant Funds
Name of local government applying:
Federal taxpayer ID #:
Address:
State Legislative Districts:
House:
Senate:
Contact person:
Title:
Telephone:
E-mail:
Name of project:
Amount requested from DEQ:
Matching funds Yes
No
Total cost of project:
Is this a Priority Area proposal? If so, indicate type(s)
Amount:
(See Application Instructions for definitions)
List Participating Jurisdictions and contact information
Will you use a subcontractor? Yes
Subcontractor name:
No
Food Recovery
Plastic Recovery
Multi-tenant Recovery
Waste Prevention/Reuse
If Yes, fill out contractor information below:
Contact person:
Contact person title:
Subcontractor mailing address:
Subcontractor e-mail address:
Phone:
Web address:
Oregon DEQ Solid Waste Grant Application 2015
Page 7
Please fill-in the answers to Questions 1 – 4 starting in the grey rectangle. Refer to the Instructions for
assistance.
Question 1. Project Overview
Provide a brief summary of your project.
Question 2. Project Description
a. What environmental or public health need does this project address?
b. What are the goals of the project?
c. How will the project achieve those goals?
d. How will the project’s success in achieving the goals be measured?
Question 3. Project Resources and Commitment
a. Identify the key people who will be involved in developing and implementing the project and
describe the roles they will play.
b. How will your project be cost-effective?
c. What community support do you have for the project?
Question 4. Potential for Project Continuity/Ongoing Benefits
Describe any on-going benefits from this project after the grant period.
Oregon DEQ Solid Waste Grant Application 2015
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Project Budget
Complete all sections of the budget. “Matching Funds" are cash contributions ONLY, used to support the grant
project. (“In-kind contributions” such as office space, goods or services, and labor should NOT be reported here, but
listed in relevant Questions above.)
(A) PERSONNEL SERVICES - List principal personnel by name and project title. Include salaries and costs of benefits,
such as quoted payments for insurance, retirement, social security, etc. Be sure to give subtotals of funds requested,
matching resources, and total costs in the spaces provided. Then, state the source of the matching funds.
(A) List Project Personnel
Hourly
Rate
Est. Hours
on Project
DEQ Grant
Funds
Requested
Matching
Funds
(optional)
Total Costs
1.
2.
3.
4.
5.
6.
SUBTOTAL
Source of matching funds:
(B) PROFESSIONAL SERVICES - List consultants, contractors, etc. Be sure to give subtotals of funds requested, matching
funds, and total costs in the spaces provided. Then, state the source of the matching funds.
(B) List Consultants or
Contractors
Hourly
Rate
Est. Hours
on Project
DEQ Grant
Funds
Requested
Matching
Funds
(optional)
Total Costs
1.
2.
3.
4.
SUBTOTAL
Source of matching funds:
(C) CAPITAL OUTLAY - List all items to be purchased with a value greater than $5,000. Be sure to give subtotals of
grant funds requested, matching funds, and total costs in the spaces provided. Then, state the source of the matching
funds. For items costing $5,000 or more, provide a bid or spec sheet that demonstrates the anticipated cost.
(C) List Capital Outlay Items
DEQ Grant
Funds
Requested
Matching
Funds
(optional)
Total Costs
1.
2.
3.
4.
SUBTOTAL
Source of matching funds:
Oregon DEQ Solid Waste Grant Application 2015
Page 9
(D) SERVICES AND SUPPLIES - Include items not listed in “Personnel Services,” “Professional Services,” and “Capital
Outlay.” Examples are computer services, duplicating, materials/supplies, postage, publication charges, telephone, fuel,
automobile mileage, travel, etc. The need for services and supplies should be clear from your answers to the questions on
page 2. If you need to clarify further, you may provide additional information below. For example, if you include costs for
travel, be certain to explain who will travel, where they will go, the purpose of the travel, and specific expenses (mileage,
accommodations, meals, etc.). Be sure to give subtotals for funds requested, matching funds, and total costs. Then, state
the source of the matching funds.
(D) List Services and Supplies
DEQ Grant
Funds
Requested
Matching
Funds
(optional)
Total Costs
1.
2.
3.
4.
5.
6.
7.
8.
SUBTOTAL
Source of matching funds:
Additional Information:
(E) PROJECT BUDGET SUMMARY - Fill in all applicable spaces. Be sure to total grant funds requested, matching
funds, and total costs.
(E) Project Budget and Summary
A.
B.
C.
D.
E.
F.
G.
DEQ Grant
Funds
Requested
Matching
Funds
(optional)
Total Costs
Personnel Services
Professional Services
Capital Outlay
Services and Supplies
Total DEQ Grant Funds Requested
Total Matching Funds Committed
Total Project Cost
Oregon DEQ Solid Waste Grant Application 2015
Page 10
Project Work Plan and Schedule
Please make sure that you identify all major activities required for project completion. Be as specific as
possible. Include dates for progress reports and the final report. You may add additional lines as
necessary. Assume that grant funds will be available after May 1, 2016.
Planned Project Beginning Date:
Task or Activity
Oregon DEQ Solid Waste Grant Application 2015
Planned Project Ending Date:
Beginning
Date for Each
Task
Ending Date
for Each Task
or Activity
Person/Group
Responsible for
Completion
Page 11
Signatures
The authorized representative of the local government applying must sign the application. This is an official
who has the authority to obligate the applicant’s resources and is usually an elected official such as chair of
the county commission, county executive, mayor, city manager, or chair of the city council. If more than one
local government is applying, you must have signatures of authorized representatives from each jurisdiction.
I certify that, to the best of my knowledge, the information provided in this application and attachments is
correct and true. I understand and agree that if grant money is awarded as a result of this application, I will
comply with all applicable statutory provisions and with applicable terms, conditions, and procedures of the
DEQ grant agreement.
Signature of Authorized
Representative (Applicant #1)
Title
Date
Telephone Number
Signature of Authorized
Representative (Applicant #2)
Title
Date
Telephone Number
Signature of Authorized
Representative (Applicant #3)
Title
Date
Telephone Number
Scan signed page and attach to completed Application Form prior to emailing
Oregon DEQ Solid Waste Grant Application 2015
Page 12